M-T1-CP-05 · A 90-day try-out

A club plan for Community BBQ Series

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: M-T1-CP-05 · Community BBQ Series
Theme: Theme 1: Attraction & Visibility · Subtheme CP: Community Presence
Source material: Theme 1 variation linked to its main guide
Linked playbook entry: M-T1-CP-08 · Neighbourhood Outdoor Connection Event

1. Is this worth trying here?

What we hope will change: Use the Community BBQ food-led module mode within Neighbourhood Outdoor Connection Event to achieve the parent pathway's purpose without setting it up as a separate pathway.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for Community BBQ Series
Step	What we will do	Who could lead it
1	Define the neighbourhood, local value, one module and the practical next action residents may choose.	Event Organiser
2	Secure the site and map arrival, access, weather, emergency movement, activity, waste and handback.	Site and Safety Lead
3	If food is used, approve suppliers, storage, temperature, allergens, hygiene, fuel, service and cleanup with the competent food lead.	Food Safety Lead
4	Invite through trusted neighbourhood channels, publish exact conditions and rehearse setup, cancellation and incident decisions.	Community Host Lead
5	Deliver the single module, monitor weather and capacity, protect no-image/no-sign-up choices and close the site safely.	Duty Lead
6	Complete resident promises, thank local partners, reconcile costs and decide whether evidence supports repetition.	Follow-Up Owner

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Proceed only when the site, module, weather decision, access, incident route and one response action are approved; remove food, reduce activity or defer if the specialist controls cannot be met.
Separate site participation, sign-up, photography and future contact; give residents a full experience without requiring any of them.
Confirm step-free or equivalent access, seating, shade, toilets, communication and a practical adjustment contact.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
Participation by module and access adjustments delivered

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Community BBQ Event Checklist — club worksheet

Use this worksheet to plan who the session is for, when it will happen, how people can take part and what happens afterwards.

Open worksheet

Food Safety Guide — club worksheet

Use this worksheet to decide who will do each job, who can step in and what needs to be handed over.

Open worksheet

Communications and content planner

Use this worksheet to prepare clear messages and check the facts, permissions and approval before sharing them.

Open worksheet

Workflow and minimum-data register

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet